Generate time entries automatically from scheduled shifts
What is plan-based time entry generation used for?
Plan-based generation is used when Capitech Flow should create time entries automatically based on shifts in the operational plan.
This is useful for employees who:
- are active in the planning module
- have scheduled shifts in the operational plan
- are required to have their working hours recorded
- usually work as scheduled
- only need to change or add entries when there are deviations
Employees are still responsible for ensuring that their registered working hours are correct. Automatic generation only allows time entries to be created automatically when the working hours follow the scheduled shift.
Where do you create the automation job?
Go to Admin - Automation.
Click the plus icon in the upper-left corner to create a new automation job.
Create an automation job
When creating the job, select the job type Hours - Generation.
Select subtype Plan when time entries should be generated from scheduled shifts in the operational plan.
If you prefer to specify set days and times directly in the automation job, select General instead.
Click Next.
The General tab
Give the automation job a descriptive name.
You can also add a comment to explain what the job is used for.
A clear name makes the job easier to understand later, especially if you have several automation jobs.
The Selection tab
Under Selection, select the employee groups to which the job should apply.
The automation job will only generate time entries for employees who belong to the employee groups you add.
The Conditions tab
Under Conditions, specify the days for which time entries should be generated.
By default, all days are selected. This means that time entries can be generated on any day that has scheduled shifts.
Select in and out times, and what days the entries should be generated.
You can also choose to skip generation on:
- public holidays
- custom days, such as the Wednesday before Maundy Thursday
Generation Period
Under Generation period, specify how far back in time the job should generate time entries.
Examples:
- From 3 days ago through 1 day ago, inclusive
The job generates time entries for the previous three days. - From 2 days ago through 2 days ago, inclusive
The job only generates time entries for the day before yesterday.
If time entries have already been generated for a day, they will not be generated again for the same day. This also applies if the job runs for several previous days.
The Schedule tab
Under Schedule, select when and how often the automation job should run.
This determines whether the job runs at a specified time each day or at fixed times each hour.
Activate the job
Once the automation job has been configured, click Save so that you can activate it.
Click the green Activate option on the automation job row to run the job automatically according to the selected frequency.
Test the automation job
To test the job without activating it, click the green Run option on the automation job row.
The job runs once immediately without being scheduled to run automatically in the future.
Edit the automation job
To make changes to an automation job, you must first deactivate it.
Click the green Deactivate option on the automation job row.
You can then make the necessary changes.
Once you have finished making changes, click Activate to run the job automatically again.
Important information
Several fixed conditions are always checked before time entries are generated.
Time entries are not generated if:
- absence has already been registered for the day
- hours have already been registered for the day
- the date is blocked by the closing date for time entries
- flexitime is in use, but there is no active flexitime period
- required dimensions are missing for the employee